Host Families Arrival & Departure Procedures - TCRCE
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Host Families Arrival & Departure Procedures
ARRIVAL AND DEPARTURE PROCEDURES FOR HOST FAMILIES
TABLE OF CONTENTS
1. Procedures at Designated Airport ...................................................................................................................3
ARRIVALS .............................................................................................................................................................3
1.1 Picking up a student ............................................................................................................................3
1.2 Airport Greeters...................................................................................................................................3
1.3 Parking .................................................................................................................................................4
1.4 Flight information and delays ..............................................................................................................4
1.5 Lost luggage .........................................................................................................................................4
1.6 Domestic and international arrivals ....................................................................................................4
DEPARTURES........................................................................................................................................................5
1.7 Dropping off a student ........................................................................................................................5
1.8 Parking .................................................................................................................................................5
1.9 Flight information ................................................................................................................................5
1.10 Baggage allowances and overweight/oversized Items........................................................................5
1.11 Domestic and international departures ..............................................................................................6
1.12 Security and/or customs......................................................................................................................6
2. Procedures at Hotel .........................................................................................................................................7
ARRIVALS .............................................................................................................................................................7
2.1 Current hotel and address/location ....................................................................................................7
2.2. Students flying In late and staying overnight at the hotel ..................................................................7
2.3. Morning pick up at the hotel ...............................................................................................................7
2.4. Airport Greeters or chaperones at the hotel.......................................................................................7
DEPARTURES........................................................................................................................................................8
2.5. Current hotel and address/location ....................................................................................................8
2.6. Students staying overnight at the hotel and flying out early ..............................................................8
2.7. Evening drop off at the hotel...............................................................................................................8
2.8. Airport greeters or chaperones at the hotel .......................................................................................8
Nova Scotia International Student Program 2
Arrival and Departure Procedures for Host Families Updated June 2019ARRIVAL AND DEPARTURE PROCEDURES FOR HOST FAMILIES
1. Procedures at Designated Airport
ARRIVALS
1.1 PICKING UP A STUDENT
Making students feel comfortable and welcome is among our top priorities at the NSISP—and we expect no
less of our host families. Our arrival guidelines and recommendations are designed to help ensure this goal is
realized.
As a host family, you are expected to pick up your student at the designated Airport unless other
arrangements have been made with your homestay coordinator. Arrival information, including the date, flight
number and time will be provided by your RCE. Please arrive 15-20 minutes early to allow for parking and any
unexpected occurrences, such as an early arrival.
1.2 AIRPORT GREETERS
Our absolute top priority is to ensure the safety of each as they arrive to Nova Scotia. Our team of airport
greeters is trained to help make the process as simple and safe as possible.
During arrival times Airport Greeters will be hired to help facilitate a smooth and safe arrival for students.
Please note the following procedure to ensure you are following NSISP policy and working with the Airport
Greeters.
1. The Airport Greeters are stationed at a booth in the domestic arrivals area of the airport. Their booth
will have an NSISP flag hanging nearby. When you arrive at the airport, please check in with an
Airport Greeter to let them know you are there. They will ask for the name of the student you
are picking up. Please know the student’s full legal name as would be indicated on their passport.
2. Please come prepared with the flight information (airline, flight number, arrival time) and a sign with
your students first and last name. Families are encouraged to bring a colourful, welcoming sign;
balloons; stuffed animals, etc. Students often travel in groups and there can be several students
with the same given name on the same flight. There’s only one chance to make a first impression.
3. Once your student arrives and has collected their luggage, please report back to the airport greeters
to inform them that your student has arrived.
4. Take a photo with your student and send to your HSC.
5. After reporting back to the airport greeters, you’re free to head home. For assistance at any time
during arrivals, locate an Airport Greeter or other NSISP program staff member who will be wearing
clothing branded with the NSISP logo.
Checking in and out with the airport greeters is very important. Doing this allows our program staff to track
exactly which students have a host family to greet them and who will need assistance from an RCE staff
member or greeter. Checking out allows our staff to ensure each student has been accounted for and will
depart the airport safely.
Nova Scotia International Student Program 3
Arrival and Departure Procedures for Host Families Updated June 2019ARRIVAL AND DEPARTURE PROCEDURES FOR HOST FAMILIES 1.3 PARKING The airport (Halifax) has a convenient parking garage located across from the main terminal building and is connected to the airport by two ped-ways. When entering the parking garage, obtain a ticket from the machine at the entrance gate and hold onto this ticket. Before getting back into your car, you can pay at a kiosk in the parking garage by cash, debit or credit. Alternatively, you can pay from your vehicle at the exit tolls by credit, or by cash/debit at the attendant. 1.4 FLIGHT INFORMATION AND DELAYS Your homestay coordinator, program manager or another member of the NSISP staff will provide arrival information for your student. This will include the date, flight time and flight number. It is a good idea to check the arrival status of the plane before coming to the airport. This can be checked at www.flyhalifax.com or on individual airline’s websites. We encourage you to make a habit of checking student flight details before leaving home. Flights are often delayed. If you are at the airport and your student’s flight is delayed, please be patient and monitor the arrival board for updates. There is a food court area. If your student does not arrive as scheduled, please contact an Airport Greeter. If it is not a peak arrival time and an Airport Greeter is not present, please contact your homestay coordinator immediately. Airport Greeters will not be required to assist with single Centre student arrivals/departures and therefore may not be present unless previously requested by the Centre for Education. If you receive updates directly from your student on their flight status please notify your homestay coordinator or program manager immediately. If you are at the airport please notify an airport greeter. 1.5 LOST LUGGAGE Airlines flying into Halifax have ground crews working in the baggage area to assist with lost luggage. If your student is missing their luggage, please find one of these employees of correct airline to file a claim. They will ask the size, colour and style of the missing luggage as well as host family address and will usually require a baggage tag from the student’s travel documents. Air Canada has an office at the far end of the baggage area and WestJet has kiosks, which are also in the baggage area. Students arriving on American carriers will deal with missing baggage claims before entering the public concourse. 1.6 DOMESTIC AND INTERNATIONAL ARRIVALS There are two main arrival areas in Halifax – domestic and international. Flights arriving via Canadian cities (i.e. Toronto, Montreal, Ottawa) will arrive at the domestic doors. Nearly all Air Canada and WestJet flights will arrive at these doors. Students arriving via American cities (i.e. Newark, New York, Philadelphia, Chicago) will arrive at the international doors and are most often flying with airlines such as American Airlines, United Airlines, Continental, Delta or US Airways. Students arriving from other international cities (i.e. London, England; Frankfurt) on airlines such as Lufthansa, Condor or Air Canada (London, England), will also arrive at these doors. These students will be required to clear customs and immigration before entering the public concourse. This process can sometimes take ten minutes, but it is not uncommon for it to take over an hour. Please be patient. Nova Scotia International Student Program 4 Arrival and Departure Procedures for Host Families Updated June 2019
ARRIVAL AND DEPARTURE PROCEDURES FOR HOST FAMILIES DEPARTURES 1.7 DROPPING OFF A STUDENT Safety and quality service are among the most important considerations for our students - and extends to the very last hours of a student’s experience in Nova Scotia. Special care need be taken for each student, even during his or her airport departure process. Host families are expected to drop-off their students at the designated airport unless other arrangements have been made with the homestay coordinator. Departure information, including the date, flight number and time will be provided by your homestay coordinator. Often your student will also have their travel itinerary. They should have your contact information in the event of a cancellation or delay, as well. It is NSISP policy that families or a program staff escort each student inside the airport and assist with the check-in process. Park your car in the parking garage and locate the check-in counter. After your student has checked in with their airline and dropped off their luggage, proceed to the departures area, where you will find the line-up to airport security. Only once your student has cleared security is it ok for the family to leave the airport. 1.8 PARKING The airport (Halifax) has a convenient parking garage located across from the main terminal building and is connected to the airport by two ped-ways. When entering the parking garage, obtain a ticket from the machine at the entrance gate and hold onto this ticket. Before getting back into your car, you can pay at a kiosk in the parking garage by cash, debit or credit. Alternatively, you can pay from your vehicle at the exit tolls by credit, or by cash/debit at the attendant. 1.9 FLIGHT INFORMATION Flights departing can be delayed for various reasons. It is a good idea to check the departure status of the plane before coming to the airport. For flights departing from Halifax this can be checked at www.flyhalifax.com or on the website for each individual airline. If your student’s flight is delayed, wait in the terminal with your student until he/she has cleared security. In the event a student’s flight is cancelled, please work with an RCE staff member or airport greeter to get the student’s flight re-booked. Quite often students travel in groups and therefore must be booked together. 1.10 BAGGAGE ALLOWANCES AND OVERWEIGHT/OVERSIZED ITEMS Each airline has different baggage allowances, so check the airline website for more information. In most cases, airlines allow one bag - the maximum weight allowance being 23kg or 50lbs. Additional or overweight bags can be checked for a fee and the airline attendant can provide more information. Oversized or fragile bags need to be dropped off at the oversized baggage carousel. Cash is not accepted. There is a machine where cash can be exchanged for a money card. There is a small surcharge for this card Nova Scotia International Student Program 5 Arrival and Departure Procedures for Host Families Updated June 2019
ARRIVAL AND DEPARTURE PROCEDURES FOR HOST FAMILIES 1.11 DOMESTIC AND INTERNATIONAL DEPARTURES Students departing via a Canadian city (Toronto, Montreal, Ottawa) should arrive at least 2 hours before their scheduled departure time. Most Air Canada and WestJet flights depart domestically. Students departing via international cities (i.e. Newark; New York; London, England; Houston) should arrive at least three hours before their scheduled departure time. Flights on American based airlines (i.e. Continental, Delta, United Airlines, American Airlines) depart from the US departures lounge, located on the second floor above the arrivals area in the main terminal building. 1.12 SECURITY AND/OR CUSTOMS Any student departing from the airport will be required to clear security prior to boarding their plane. Line-ups in security can often be busy and may move slow. Ensure your student is in line for security at least 45 minutes before their scheduled boarding time. If your student is travelling via an American city (i.e. Newark, Chicago, Boston), they will be required to clear customs and security before boarding their plane. Ensure your student is in line at least one hour before their scheduled boarding time. Only students departing from the US departures lounge, with a stop in an American city will be required to clear customs before departing Halifax immediately after checking in Nova Scotia International Student Program 6 Arrival and Departure Procedures for Host Families Updated June 2019
ARRIVAL AND DEPARTURE PROCEDURES FOR HOST FAMILIES 2. Procedures at Hotel ARRIVALS 2.1 CURRENT HOTEL AND ADDRESS/LOCATION For overnight stays near the Halifax airport, the NSISP is currently using the ALT Hotel Halifax Stanfield, 40 Silver Dart Drive, Enfield, NS B2T 1K2 2.2. STUDENTS FLYING IN LATE AND STAYING OVERNIGHT AT THE HOTEL In some cases, when a host family lives far from the airport, special arrangements will be made for students who are scheduled to arrive late at night. Usually in this case, the student will stay overnight at the hotel with a chaperone. These arrangements must be made through your homestay coordinator who will notify the airport greeter at the hotel. 2.3. MORNING PICK UP AT THE HOTEL If arrangements have been made with your homestay coordinator and your student is staying overnight at the hotel for pick up the following morning, please arrive to the ALT Hotel Halifax Stanfield, the pick-up time is no later than 10:00am. If you or your HSC is unable to pick up the student by that time, other arrangements must be made. This information must be in the database or relayed to the on-site staff. 2.4. AIRPORT GREETERS OR CHAPERONES AT THE HOTEL During peak arrival times (late August/early September; late January/early February) airport greeters will be hired to help facilitate a smooth and safe arrival for students. Airport greeters stay at the ALT Hotel Halifax Stanfield to chaperone students who are staying overnight at the hotel, and help coordinate continuing transportation the following morning. If you are picking up your student from the hotel and have any questions, please ask at the front desk for an NSISP Airport Greeter. Nova Scotia International Student Program 7 Arrival and Departure Procedures for Host Families Updated June 2019
ARRIVAL AND DEPARTURE PROCEDURES FOR HOST FAMILIES DEPARTURES 2.5. CURRENT HOTEL AND ADDRESS/LOCATION For overnight stays near the Halifax airport, the NSISP is currently using the ALT Hotel Halifax Stanfield, 40 Silver Dart Drive, Enfield, NS B2T 1K2. 2.6. STUDENTS STAYING OVERNIGHT AT THE HOTEL AND FLYING OUT EARLY In some cases, when a host family lives far from the airport, special arrangements will be made for students who are scheduled to depart very early in the morning. Usually in this case, the student will stay overnight at the hotel with a chaperone the night prior to their departure. As there is no restaurant at the hotel, please ensure your student has eaten supper, or has snacks for the evening. 2.7. EVENING DROP OFF AT THE HOTEL If your student is scheduled to stay overnight at the ALT Hotel Halifax Stanfield before flying out, students are to be dropped at the hotel between 6-8pm. Be sure to bring them into the hotel to meet the Airport Greeter or RCE staff member before departing. 2.8. AIRPORT GREETERS OR CHAPERONES AT THE HOTEL During peak departure times (late August/early September; late January/early February) Airport Greeters will During departure times, Airport Greeters will be hired to help facilitate a smooth and safe departure process for students. Airport Greeters stay at the ALT Hotel Halifax Stanfield to assist with chaperoning students and help coordinate drop off at the hotel, and checking in for flights the following morning. If you are dropping off your student at the hotel and have any questions, please contact your coordinator or an NSISP Airport Greeter Nova Scotia International Student Program 8 Arrival and Departure Procedures for Host Families Updated June 2019
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